Processing Electronic Non-Competing Applications

Submitted Non-Competing Applications

Non-Competing applications that are submitted electronically by grantees will begin the cycle in the "Submitted" status. This means that the application has been formally submitted, and may no longer be modified.

Once submitted, the Federal staff may view the application in the Non-Competing Application Receipt Log. Applications must first be marked "Completed" by the grants staff before they may continue to the Review process.

Grants Staff should not mark an application as "Complete" until all required mail-in items (including signatures) have been received. If the Due Date has passed, staff should allow sufficient time to pass to account for the acceptance of a post-mark date prior to completing an application. All electronically submitted applications are identified by the "e" logo or the "g" logo if the application is submitted using Grants.Gov.

Users Involved

The following users participate in processing applications:

Grants Support Staff (GSS)

Grants Management Specialist (GMS)

Grants Management Officer (GMO)

Project Officer (PO)

Project Coordinator (PC)

Regional Program Consultant (RPC)

Office Director (OD)

Research Director (RD)

Regional Health Administrator (RHA)

Authorizing Official (AO)

Financial Management Officer (FMO)

Mark a Non-Competing Application as "Complete" (GSS/GMS/GMO)

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Application Receipt Log link shown in the left-side menu.
4. Enter your search criteria and click the Search button.
5. Locate the electronically submitted non-competing application. Notice the status is already "Submitted."
6. Click the Open Application link. This will open up the application's GrantSolutions Non-Competing Application Control Checklist
7. Scroll to the bottom of the screen and click the Verify Completion button. You are about to update the status of the application from "Submitted" to "Complete." Clicking the Return button will send the application back to the applicant.
8. On the next screen, scroll to the bottom and click the Final Completion button.
9. Click the OK button in the popup window with the alert, "Legitimize this organization and upgrade its status if not a current grantee?"
10. Click the OK button in the popup window with the alert, "Are you sure you want to verify this application and mark it complete? This action is irrevocable."
11. The Application Status Confirmation page is displayed.
12. Enter a date in the Date Received field(s). This is the date Grants Staff receives the applicant's mail-in items.
13. Click the Save Changes button.
14. Click the Application Control Checklist button.
15. Scroll to the bottom of the EACC and click the Close button to close the application and return to the Application Receipt Log.

Perform the Eligibility Review for a Non-Competing Application (GSS/GMS/GMO)

1. Click the Applications menu tab.
2. Click the Reviews sub-menu tab.
3. Click the Grants Review link shown in the left-side menu.
4. The Manage Grant Reviews screen will be displayed.
5. Enter your search criteria and click the Search button. Non-Competing applications marked as "Complete" will be displayed.
6. In the table shown, click the Eligibility Review link shown in the rightmost Actions column. The Application Eligibility Review screen will be displayed. For Non-Competing applications, the Eligibility Review is set to "Not Required/Yes" by default. Keeping "Not Required/Yes" selected will allow the application to continue to Program Review. If "No" is selected, the application will continue to the GMO for ineligibility signoff. If "In Review" is selected, the application is still being reviewed.
7. Click the Save button.

Perform the Technical Review for a Non-Competing Application (GMS/GMO)

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Technical Review link shown in the left-side menu.
4. Enter your search criteria and click the Search button.
5. Click the Technical Review Report(s) link shown in the Action Links column.
6. The Attachments screen will be displayed. Click the Upload Attachment button.
7. In the "Upload" pop-up window, enter a description for the file you will upload to the system.
8. Click the Browse button and find the attachment to upload to the system.
9. Click the Attach button.
10. If the word "Pending" appears next to your file upload, wait a few minutes and then refresh the page by pressing your browser's refresh button. Alternatively, press the "Close" button and return to this screen later.

Note: GrantSolutions will perform a virus scan on all uploaded attachments. If GrantSolutions finds a virus, the file will be purged and the attachment will not be accepted. If the uploaded file is virus-free and a supported document file type, GrantSolutions will convert the file into PDF format and store it on the system. Please be aware that these operations could take up to five minutes to complete and that this page will not automatically refresh itself.

Enter a Disposition Status for a Non-Competing Application (Grants and Program Staff)

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Disposition List link shown in the left-side menu.
4. Enter your search criteria and click the Search button.
5. Set the Disposition for the application. The options include: Approved, Approved Un-Funded, Deferred, Disapproved, and Not Selected for Funding. All applications assigned a disposition of "Approved" will continue to the Funding List where Program Staff may recommend the funding level for the application. All applications assigned any disposition other than "Approved," will continue to the Unfunded List, and will be available for the Grants staff to issue Not Funded letters.
6. Click the Save button.

Note: An Approved Disposition status must be set in order to view the application in the Funding List. See item G., below.

View the Un-Funded List (Grants and Program Staff)

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Unfunded List link shown in the left-side menu.
4. Enter your search criteria and click the Search button. All applications that match your search criteria and have been assigned a disposition of other than "Approved" on the Application Disposition List will be displayed. These applications are available to the Grants staff to issue Not Funded letters.

Enter the Approved Funding Amount for a Non-Competing Application (PO/RPC/OD)

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Funding List link shown in the left-side menu.
4. Enter your search criteria and click the Search button.
5. Enter the Approved dollar amount in the rightmost column. This amount will be displayed on the application's Recommendation and Funding Memorandum.
6. Click the Save button.

Note: To enter a funding amount, an application must have an "Approved" disposition.

The Funding Memo

Memo Routing: PO/PC/RD (optional) -> OD/RPC -> GMO --> AO/RHA

Create and Approve a Recommendation and Funding Memo (PO/RPC/OD)

The Project Officer (PO) or Program Coordinator (PC) Creates and Recommends the Funding Memo.

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Funding Memo link in the left-side menu.
4. Enter your search criteria and click the Search button. The Non-Competing Recommendation & Funding Memo page will be displayed.
5. Applications that have been assigned a Disposition of "Approved" in the Non-Competing Disposition List and a Funding level in the Non-Competing Funding List will be displayed.
6. You may see a Create link next to the application. In this case, a memo was not started. Click the Create link to initiate the memo process. You will see an Edit link if the memo has a status of "Work in Progress" and is still in your possession. Clicking the Grants Review link will display the Grants staffs' full review of the application.
7. With the memo open, select an option from the Action dropdown list. Actions include: Deferred, Disapproved, and Approved.
   The system will warn you when the budget amount entered does not equal the amount already entered on the Non-Competing Funding List. However, you are not prevented from using a different amount. The amount listed on the Final-Approved Recommendation and Funding Memo will be the amount of new dollars allowed on the Draft NGA. Grants staff will not be able to issue an NGA when the amount of new dollars is higher than the amount listed on the approved memo.
8. Enter dollar amounts in the Recommended Future Support section.
9. Add any recommended terms and conditions by clicking the Add link next to either. You may edit or delete terms and conditions.
10. Click the Save button. Select the application from the Non-Competing Recommendation & Funding Memorandum screen and then click the Recommend button. A pop-up window with the following text will be displayed: "Do you want to recommend the memo(s) and forward to the next reviewer?"
11. Click the OK button.

The Office Director (OD) / Regional Program Consultant (RPC) Recommends or Rejects the Funding Memo.

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Funding Memo link in the left-side menu.
4. Enter your search criteria and click the Search button. The Non-Competing Recommendation & Funding Memo page will be displayed.
5. You will see either a Create or Edit link next to each application. If the PO has not started the memo, the OD/RPC may create the memo and override the PO involvement. Click the edit link to edit an existing memo that is awating an action (recommend/reject).
6. Click the Edit link in the Memo Action column next to the application. You may make changes to the memo. Click the Save button. Select the application from the Non-Competing Recommendation and Funding Memorandum screen. Click the Recommend or Reject button. Recommending the memo will forward the memo to the GMO. Rejecting the memo will send the memo back to the PO for modifications.
7. Click the Recommend button. A pop-up window with the following text will be displayed: "Do you want to recommend the memo(s) and forward to the grants office?"
8. Click the OK button.

The Grants Management Officer (GMO) Concurs/Non-Concurs/Rejects the Funding Memo.

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Funding Memo link in the left-side menu.
4. Enter your search criteria and click the Search button. The Non-Competing Recommendation & Funding Memo page will be displayed.
5. You will see an Edit link next to each application. A memo was started and is awaiting an action (concur/non-concur/reject). Click this link to open the memo.
6. Review the memo and view or add an Application Note. When finished, click the Save button.
7. Select the application and click the Concur, Non-Concur, or Reject button. Choosing Concur will forward the memo to the AO for approval. Choosing Non-Concur will forward the memo to the AO for approval. Choosing Reject returns the memo back to the PO for modifications.
8. Click the Concur button. A pop-up window with the following text will be displayed: "Are you sure you want to concur the memo(s) and forward them to the Authorizing Offical?"
9. Click the OK button.

The Authorizing Official (AO) / Regional Health Administrator (RHA) Approves or Rejects the Funding Memo.

1. Click the Applications menu tab.
2. Click the Non-Competing sub-menu tab.
3. Click the Funding Memo link in the left-side menu.
4. Enter your search criteria and click the Search button. The Non-Competing Recommendation & Funding Memo page will be displayed. You will see a View/Print link next to each application. Click this link to review the memo.
5. When finished, click the Close button.
6. Click the Approve or Reject button. Once approved, the Grants staff may draft the NGA. Once a memo is approved it may not be changed, and the Grants staff will only be allowed to issue an NGA with the specified amount of new funds (as determined by the approved memo). Rejecting the memo will send it back to the PO for modifications.
7. Click the Approve button. A pop-up window with the following text will be displayed: "Do you want to approve the memo(s)?" # Click the OK button.
8. The memo is approved, and the Grants staff may now draft the NGA.